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Key Responsibilities and Required Skills for Word Program Assistant

💰 $ - $

Program AdministrationOperationsOffice SupportNonprofit

🎯 Role Definition

The Word Program Assistant provides comprehensive administrative and operational support to program managers and cross-functional teams, ensuring smooth day-to-day program delivery, accurate documentation, timely reporting, and high-quality stakeholder communication. This role combines advanced Microsoft Word and Office proficiency with program coordination, participant engagement, data management, and basic budget tracking. The ideal candidate anticipates needs, converts direction into clear action, and maintains impeccable records while supporting continuous program improvement.

Keywords: Program Assistant, program coordination, administrative support, Microsoft Word, calendar management, reporting, stakeholder engagement, data entry, grant reporting, project coordination.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant / Office Assistant supporting program teams
  • Customer Service Representative or Client Intake Specialist with program exposure
  • Volunteer Coordinator or Intern in nonprofit/government programs

Advancement To:

  • Program Coordinator
  • Senior Program Assistant / Program Specialist
  • Project Coordinator or Program Manager (with additional experience and education)

Lateral Moves:

  • Grants & Compliance Assistant
  • Operations Coordinator
  • Participant Services Coordinator

Core Responsibilities

Primary Functions

  • Provide high-quality, consistent administrative support to program leadership by drafting, formatting, and editing complex program documents, reports, and correspondence in Microsoft Word and related Office applications to ensure professional, brand-compliant deliverables.
  • Manage multiple program calendars and schedules, coordinate recurring and ad-hoc meetings, prepare agendas, collect and distribute supporting materials in advance, and follow up on action items to ensure timely progress against objectives.
  • Serve as the primary coordinator for participant intake and enrollment processing, including screening referrals, entering client data into CRM or case management systems, verifying eligibility, and maintaining confidentiality according to program policies.
  • Produce monthly, quarterly, and ad-hoc program reports by aggregating data from spreadsheets, databases, and partner systems; clean and validate data; create narrative summaries; and deliver reports consistent with grant and management expectations.
  • Maintain comprehensive and auditable program records (electronic and paper), including participant files, consent forms, attendance logs, and service delivery notes, ensuring records meet internal policy and funder compliance standards.
  • Support grant and contract compliance by tracking deliverables and performance metrics, preparing documentation for audits, and assisting program managers with evidence collection for funder reporting.
  • Coordinate logistics for workshops, trainings, and community events — securing venues, arranging A/V and catering, preparing materials and participant packets, processing invoices, and troubleshooting on-site issues to deliver a seamless participant experience.
  • Act as a frontline communications liaison for program stakeholders by responding to emails and phone inquiries, triaging requests to appropriate staff, and documenting communications in the program tracking system.
  • Maintain and update program standard operating procedures (SOPs), templates, and knowledge management artifacts to streamline recurring work and onboard new staff efficiently.
  • Track program expenditures and assist with basic budget monitoring by coding invoices, reconciling expense reports, preparing purchase requests, and informing program managers of variances against budgeted line items.
  • Conduct routine quality control on documents and datasets — proofreading, format consistency checks, version control, and identifying discrepancies for correction prior to dissemination.
  • Facilitate stakeholder coordination by scheduling interdepartmental meetings, capturing and distributing meeting minutes, following up on assigned tasks, and reporting on status at weekly or monthly stand-ups.
  • Support program evaluation and continuous improvement initiatives by collecting participant feedback, coordinating surveys, preparing data extracts for evaluators, and summarizing trends for leadership review.
  • Maintain and administrate program-specific databases and CRMs (e.g., Salesforce, Apricot, Efforts to Outcomes), performing regular data hygiene activities such as deduplication, field normalization, and access controls.
  • Prepare and distribute client-facing documentation (newsletters, participant guides, intake packets) using accessible language and consistent formatting, and ensure materials are available in required languages or accessible formats.
  • Onboard and coordinate volunteers or temporary staff supporting program delivery, including training on processes, scheduling shifts, and monitoring performance and attendance.
  • Assist with onboarding new hires by coordinating equipment, access credentials, introductions to systems, and first-week schedules to accelerate new employee productivity.
  • Monitor compliance with data privacy and confidentiality policies (HIPAA, FERPA, or organizational equivalents) by ensuring secure storage, controlled access, and appropriate redaction when sharing sensitive information.
  • Actively identify process bottlenecks and propose operational improvements to increase efficiency, reduce duplication, and improve the participant experience.
  • Support project management activities by maintaining program timelines, updating task trackers in tools like Asana, Trello, or Microsoft Planner, and escalating risks or delays to program leadership.
  • Prepare and manage travel logistics for program staff, including booking travel, preparing itineraries, processing reimbursements, and ensuring travel complies with organizational travel policies.
  • Coordinate partner and vendor relationships for contracted services, manage scopes of work documentation, track deliverables, and assist with invoice reconciliation and payment processing.
  • Perform ad-hoc research and compile briefing materials for program leadership, including landscape scans, policy summaries, and funding opportunity summaries relevant to program priorities.
  • Ensure accessibility and inclusivity in program materials and operations by incorporating plain language, alternative text for images, and coordination with translation or accessibility services when required.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis.
  • Contribute to the organization's data strategy and roadmap.
  • Collaborate with business units to translate data needs into engineering requirements.
  • Participate in sprint planning and agile ceremonies within the data engineering team.

Required Skills & Competencies

Hard Skills (Technical)

  • Advanced proficiency in Microsoft Word: styles, templates, long-document formatting, mail merge, track changes, and version control for large program documents.
  • Strong Microsoft Office skills: Excel (pivot tables, VLOOKUP/XLOOKUP, basic formulas), Outlook calendar management, PowerPoint slide preparation and template design.
  • Experience with CRM and case management systems (e.g., Salesforce, Apricot, Efforts to Outcomes) for data entry, reporting, and maintaining participant records.
  • Familiarity with project management tools and task trackers such as Asana, Trello, Microsoft Planner, or Jira for maintaining timelines and deliverables.
  • Basic financial literacy for invoice processing, expense reconciliation, budget tracking, and purchase order requests.
  • Competence in data hygiene, basic data validation, and exporting/importing CSVs for reporting and evaluation.
  • Ability to produce polished program reports and executive summaries by synthesizing quantitative and qualitative inputs.
  • Experience creating accessible and multi-format participant materials (PDFs, Word docs, printable handouts) and coordinating with translation or accessibility vendors.
  • Familiarity with document and records management best practices, including retention schedules, secure storage, and audit readiness.
  • Experience using virtual meeting platforms (Zoom, Teams) and managing webinar/event logistics including registration systems.

Soft Skills

  • Excellent written and verbal communication with the ability to tailor messaging for participants, funders, and senior leadership.
  • Strong organizational skills with demonstrated ability to manage competing deadlines and prioritize high-impact tasks.
  • High attention to detail and commitment to accuracy in documents, data, and financial records.
  • Proactive problem-solving mindset; anticipates needs and takes initiative to remove obstacles.
  • Discretion and professional handling of confidential and sensitive information.
  • Customer-service orientation with empathy for program participants and partners.
  • Collaborative team player who builds productive relationships across departments and external partners.
  • Adaptability to changing priorities and comfort working in fast-paced, resource-constrained environments.
  • Cultural competency and respect for diverse populations, including experience working across socioeconomic, language, and ability differences.
  • Time management and project coordination skills to deliver consistent results and escalate issues when necessary.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or GED required.

Preferred Education:

  • Associate's or Bachelor's degree in Business Administration, Public Administration, Social Work, Nonprofit Management, Education, Public Health, or related field preferred.

Relevant Fields of Study:

  • Business Administration
  • Public Administration
  • Social Work
  • Nonprofit Management
  • Education
  • Public Health

Experience Requirements

Typical Experience Range:

  • 1–4 years of relevant experience in program support, administrative roles, case management, or community services.

Preferred:

  • 2+ years supporting programs in nonprofit, government, healthcare, education, or social services settings with demonstrated experience in reporting, CRM management, and stakeholder coordination.
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